Attachment, ADC 439 

Page 2 

ADC 439 

Revise ASN (DS 856) for Additional Content for DMLSS/WAWF Interface 

1. ORIGINATOR:

a. Service/Agency: Defense Medical Logistics Standard Support (DMLSS) 

b. Originator(s): Joint Medical Logistics Functional Development Center, (301) 619-

1090 

2. FUNCTIONAL AREAS: 

a. Primary: Supply/Contract Administration (Wide Area Workflow (WAWF))

b. Secondary: Finance

3. BACKGROUND: Note: Changes subsequent to proposal staffing are identified by yellow 

highlighting.

a. The Wide Area Workflow (WAWF) is a DoD mandated system that allows the 

vendor to electronically submit invoices and receiving reports, and the Government to inspect, 

receive, accept information and pay electronically. 

b. Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.232-7000 

requires Components to either use WAWF for receipt and acceptance or provide a WAWF 

integration plan. 

c. The DMLSS is transitioning its receipt and acceptance functions to WAWF. Once the 

DMLSS/WAWF functional interface is fully deployed, DMLSS could generate as many as 5 

million and receipt acceptance transactions annually. 

d. A business process review indicates the Advance Shipment Notice, EDI 4010 856 

requires additional data elements to support the DMLSS/WAWF functional interface. 

4. REFERENCES: 

a. Federal Acquisition Regulation (FAR) Subpart 32.905, Payment Documentation and 

Process 

b. Prompt Payment Act Record Keeping Requirements, (Public Law 100-496) 

c. DoD Financial Management Regulation, DoD 7000.14-R
Attachment, ADC 439 

Page 3 

d. Defense Federal Acquisition Regulation Supplement, DFARS, 252.232-7003, 

Electronic Document Submission 

5. REQUESTED CHANGE: 

a. Description of Change: This change to the WAWF ASN authorizes additional data 

content in support of DMLSS requirements for vendor shipment notice. The change adds new 

codes for materiel identification; allows notification that the contents require special handling 

due to perishable, refrigerated, or hazardous items; and includes additional characteristics 

relevant to these items including batch/lot information. 

b. Data and Process Changes: 

(1) Open for use the TD4 Segment, Carrier Details (Special Handling, or Hazardous 

Materials). Mark the data element Special Handling Code as used for optional identification of 

refrigerated, perishable, or hazardous material. The availability of special handling or hazardous 

codes will ensure item unique information is provided to business trading partners (recipient) 

documenting that the material shipment requires special handling. 

(2) Add capability in the existing LIN Segment, Item Identification, to authorize 

descriptive codes applicable for identification of the medical products shipped by the vendor. 

These established codes support commercial product packaging and manufacturer identification. 

(3) Add capability in the existing REF Segment, Reference Numbers, to identify the 

batch/lot number, and manufacturer identification. Addition of these codes will provide valuable 

information for management of products. This information provided via the ASN will enable 

tracking of inventories managed systemically by the receiving activities. 

Item # Location Revision to WAWF 856 ASN Reason 

1. DLMS 

Introductory Note 

Add ADC 439 to DLMS Introductory note 7:

- ADC 439, Revise DS 4010 Advance Shipment 

Notice, ASN, (DS 856), Add New Segment and 

Qualifiers for DMLSS/WAWF Interface

Identifies DLMS Changes for inclusion 

in the DLMS Supplement. 

2. 2/HL/010 Add segment level note prior to “RFID (HL03 

code P):

“Product Characteristics (HL03 = PH)” 

Adds new HL Loop to cover “Product 

Characteristics” outlining hierarchical 

structure for items newly procured via 

WAWF and perpetuates this 

information to the DLMS Supplement. 

Also added to Federal Implementation 

Note 4 prior to “...(HL03 = P),”

3. 2/HL03/010 Revise the DLMS note associated with the Item 

Loop:

I – Item

DLMS Note:

The following detail segments are applicable to 

the line Item loop: 2/LIN/020, 2/SN1/030, 

Updates the description of the segments 

included in the item loop to include the 

TD4 segment. 
Attachment, ADC 439 

Page 4 

Item # Location Revision to WAWF 856 ASN Reason 

2/PID/070, 2/TD4/140, 2/REF/150, 2/CLD/170, 

2/REF/180, 2/LM/340, and 2/LQ/350. 

Add the following code and Note:

PH – Product Characteristics 

DLMS Note: Use to identify product characteristics 

(Batch/Lot, Manufacturer, and Shelf Life 

Expiration Date) applicable to the item(s) being 

shipped/delivered. Only segments 2/SN1/030, 

2/REF/150, 2/DTM/200, and 2/N1/220 are used. 

Multiple PH Loops may subordinate to a single 

Item Loop. No subordinate loops are allowed to 

this loop.

Adds an HL Loop Identifier to allow 

capture of product and related quantity 

under a line item. 

4. 2/LIN02/020 

(Used in HL03=I, 

Line Item Loop) 

Add the following codes:

IB – International Standard Book Number 

(ISBN) 

DLMS Note: Applicable to DMLSS interface with 

WAWF. Use to identify title or unique edition of 

product by ISBN. The ISBN is a variable length 

alpha numeric code with maximum of 13 positions. 

N4 – National Drug Code in 5-4-2 DLMS Note: 

Applicable to DMLSS interface with WAWF. 

UK – U.P.C./EAN Shipping Container Code (1-2-

5-5-1) Universal Product Code/European Article 

Numbering 

DLMS Note: Applicable to DMLSS interface with 

WAWF. Use to identify the UPC associated with 

the shipping container when the container is 

purchased on this line item. 

UX – Universal Product Number DLMS Note: 

Applicable to DMLSS interface with WAWF. Use 

to identify medical/surgical products.

VC – Vendor’s (Seller’s) Catalog Number 

DLMS Note: Applicable to DMLSS interface with 

WAWF. Use to identify vendor item catalog 

number. 

These codes are identified in the ANSI 

X12 as product/service codes and used 

by medical suppliers as a part of 

commercial business practices. 

Information conveyed via these codes 

may identify the product, manufacturer, 

physical size, strength, dosage and unit 

of sale. 

These codes provide critical data to 

capture and link commercial product 

packaging and manufacturer 

identification. 

5. 2/TD4/140 Open and mark TD4, Carrier Details segment 

and mark as “Used”. Add new segment level 

note:

Federal Note: For WAWF, Use to specify 

transportation special handling requirements, or 

hazardous materials information or both. 

Authorizes for optional use when 

applicable to shipment contents. 
Attachment, ADC 439 

Page 5 

6. 2TD401/140 

(Used in HL03=I, 

Line Item Loop) 

Mark Data Element TD401, Special Handling Code, 

“Used” and add the following notes and codes:

Federal Note: For WAWF, the following codes are 

authorized for use in the line item loop, HL03=I. 

Applicable to the DMLSS interface with WAWF to 

identify items requiring special handling due to 

perishable, refrigerated, or hazardous items. 

HM – Endorsed as Hazardous Material 

MRF – Refrigerated 

OPR – Perishable

These are established ANSI X12 codes 

utilized to support special handling 

requirements. 

Suppliers may use these codes to 

convey special handling of item 

information to the receiving activity. 

Mishandling of medical items could 

result in personal harm, loss of use, 

misuse or item integrity, e.g., vaccine. 

7. 2/REF01/150 

(Used in 

HL03=PH, Product 

Characteristics 

Loop) 

Add the following codes: 

LT – Lot Number 

DLMS Note: Use with HL03=PH to identify a 

batch or lot number for a product produced at one 

time under the same manufacturing conditions. 

The field length for batch or lot number is limited 

to 20 characters.

ZM – Manufacturer Number 

DLMS Note: Use with HL03=PH to identify the 

text name of the product’s manufacturer. For 

DMLSS, if a batch/lot is provided, the actual 

Manufacturer must be provided---either by 

submitting using N1 segment in PH Loop or 

providing this ZM Code with text name of 

manufacturer. 

 

These are established ANSI X12 codes 

utilized to uniquely identify items 

within the line level. 

The prime contractor must identify 

product lot number. A batch/lot is 

assigned to identify a batch or lot of 

product manufactured at one time (e.g. 

a production run). Batch/lots may be 

treated as a single item with a batch/lot 

and IUID number. IUID may also be 

applied to an individual tangible item. 

 

Both the batch/lot and IUID provide 

valuable information. 

Use of the batch lot is an effective but 

less formal method of product 

management and can be used for 

product recall. The IUID requires an 

item mark with pedigree data for item 

tracking. 

Addition of these codes supports 

commercial business practices and 

leverages inventory management 

functionality, e.g., potency value of 

pharmaceuticals and vaccines. 

8. 2/DTM01/200 

(Used in 

HL03=PH, Product 

Characteristics 

Loop) 

Add the following code:

511 – Shelf Life Expiration 

DLMS Note: Use with HL03=PH to provide 

the shelf-life expiration date.

Add Code to allow capture of Shelf Life 

Expiration Date for management of 

time sensitive items, e.g., items coded 

as perishable. 
Attachment, ADC 439 

Page 6

9. 2/DTM05-06/200 Mark Data Elements DTM05 and DTM06 as 

“Not Used”.

Administrative correction. Identified as 

a result of PDC staffing.

10. 2/N101/220 

(Used in 

HL03=PH, Product 

Characteristics 

Loop) 

Add the following code:

SU – Supplier/Manufacturer 

DLMS Note: For DMLSS, if a batch/lot is 

provided in REF/150 of PH Loop, the actual 

Manufacturer must be provided---either by using 

this N1 segment in PH Loop or also using the 

REF01/150 ZM Code with text name of 

manufacturer. The manufacturer may be identified 

by CAGE, DUNS or DUNS + 4.

Add code to allow the capture of 

Manufacturer via code: CAGE, DUNS 

or DUNS + 4. 

6. REASON FOR CHANGE:

a. The Defense Procurement Acquisition and Policy Office (DPAP) and the Business 

Transformation Agency (BTA), have directed that the DoD Components and Suppliers utilize 

the Wide Area Workflow (WAWF) system to submit invoice and receiving documentation 

electronically. Utilization of the WAWF system is considered a high priority in DoD. 

b. The mandate to utilize WAWF is mandated by DFARS 252.232-7000. The FAR 

32.905 and Prompt Payment record keeping policy is supported via the WAWF system. 

c. The DLMS updates identified in this change are required by the Defense Medical 

Logistics Standard System (DMLSS) and represent current business practices utilized by 

business trading partners. 

(1) Use of product/service identification codes in the LIN Segment provides medical 

suppliers the product/service via the type of code, i.e., health care code, national drug code, etc. 

that allow number distinction. 

(2) The TD4, Carrier Details (Special Handling or Hazardous Materials) codes is 

essential to the medical business process. Suppliers shipping medical items that require special 

handling, i.e., refrigeration, hazardous and/or perishable items need an indicator to ensure the 

receiving activity exercises proper item handling. 

(3) Incorporation of batch/lot number and manufacturer codes/name is critical when 

managing pharmaceuticals and vaccines. Providing the data codes to interfacing systems will 

allow the capture and establish the shelf life, batch/lot number and manufacturer data in the 

accountable record, track availability and ensure good business practices. 

d. These changes ensure compliance with DoD Policy. 
Attachment, ADC 439 

Page 7

7. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: 

(1) Supports implementation of WAWF systemic interface with the Medical business 

community 

(2) Provides improved item information 

(3) Ensures item handling requirements are available to receiving activities. 

b. Disadvantages: A batch/lot may or may not have an Item Unique Identifier (IUID) 

assigned. When both are applicable, the DLA Logistics Management Standards office identified 

a disadvantage that the procedures/mapping identified in this PDC provide no association 

between the new PH loop when providing the batch/lot information and the existing IUID loop, 

so that when both are relevant there is no way to identify which UIIs are within a specific 

batch/lot. The DMLSS position was the two sets of data are distinct and they did NOT want the 

IUIDs to be subordinate to the PH Loop as suggested by DLMS representatives. Currently, 

WAWF is built so that the IUID Loop and the Product Characteristics Loop are equal under the 

Item Loop—one is not subordinate to the other. Any change at this time to establish a 

relationship between the batch/lot and the corresponding unique item identifiers would require a 

change to the WAWF program code. 

8. ALTERNATIVES: None identified 

9. IMPACT: 

a. Publications: DOD 4000.25-M, 4010 856 DLMS Supplement and Federal 

Implementation Convention 

b. Systems: Full implementation of this interface functionality will be completed 

1QFY12. WAWF V5.1 will include this functionality and will deploy in July 2011.

c. WAWF 857: Upon approval of this PDC, corresponding changes will be 

implemented in the 857 Shipment and Billing Notice

d. DLMS Data: The following updates to DLMS data elements are required:

(1) Special Handling Code: A Code used by the supplier to convey special handling 

of item information to the receiving activity. Applicable to DMLSS interface with WAWF. 

Available codes are:

HM – Hazardous Material 

MRF – Refrigerated 

OPR – Perishable 
Attachment, ADC 439 

Page 8 

(2) International Standard Book Number (ISBN): This is a 13-digit number that 

uniquely identifies books and book-like products published internationally. The purpose of the 

ISBN is to establish and identify one title or one unique edition of a title from one specific 

publisher. An ISBN allows for more efficient marketing and cataloging of products by 

booksellers, libraries, universities, wholesalers, and distributors. Applicable to DMLSS interface 

with WAWF. 

(3) Universal Product Code/European Article Numbering (U.P.C./EAN) 

Shipping Container Code (1-2-5-5-1). A 14-digit code that uniquely identifies the 

manufacturer's shipping unit. Applicable to DMLSS interface with WAWF. 

(4) Universal Product Number

(5) Receipt Processing. During review of the proposed data element additions, the 

Defense Logistics Management Standards office noted that not all of the proposed materiel 

identification values are consistent with the DLMS 527R, Receipt. The response from the 

originator is shown in italics: 

(a) The DLMS receipt that authorizes the drug code, vendor catalog ID and prime 

vendor part number for medical support. However, these types of materiel identification are 

included as secondary values and require the use of a national stock number (NSN) as primary 

identification. The change assigns these data elements for use as primary materiel identification. 

If an NSN is assigned, it is required to be used as primary identification under DoD and DLMS 

policy. Please clarify why DMLSS WAWF is not using the NSN with the other values. The 

impact of not using the NSN on the shipment and then expecting the NSN on the receipt would 

seem to be a significant disconnect. 

DMLSS Response: The ADC 322, Addition of Local Catalog ID qualifier to Support 

Requirements for Theater Enterprise-Wide Logistics System (TEWLS) Requisitions, 

was requested by TEWLS. One difference between DMLSS and TEWLS is that 

TEWLS processes DLA stock buys which require the use of the NSN as the 527R is 

sent to EBS. DMLSS uses the 527V (Prime Vendor Orders) vice the 527R. DMLSS 

supports the Prime Vendor’s use of part numbers in lieu of NSNs because the PVs 

generally rely on part numbers/catalog numbers and aren't familiar with the NSN 

concept. DMLSS PVs are large corporations selling to a broad range of customers 

and would not understand the use of a locally assigned number. 

(b) Several values being added for the WAWF ASN were never added to the 

receipt (ISBN, shipping container identification, and UPC) are not authorized under DLMS for 

receipt reporting. Will these items ever be receipted in a supply system under these values? 

DMLSS Response: Values added in WAWF would not be used for DLA stock buys 

(527R). The new codes will be utilized by the Prime Vendors and DMLSS will 

generate the 527V. The majority of the transactions generated by the PV will be using 

the code 'VC'.
Attachment, ADC 439 

Page 9

(c) The seller's part number was added to the DLMS 527R for medical support, 

but wasn't added to the DLMS 856 for WAWF. Again, it seems like the shipment notice and the 

receipt need to be consistent. 

DMLSS Response: DMLSS receivers utilize the seller's part number (VC - Vendor's 

Catalog Number or what we refer to as the PVON - Prime Vendor Order Number) to 

verify what they're receiving is what they ordered. 
Attachment, ADC 439 

Page 10

Enclosure, Response and Comment Resolution 

 Originator Response/Comment Resolution 

1. Army Concur 

Comment 1: In the new IC posted for 856ASN with 

changes for PDC 344, shouldn't TD4 also be listed in the 

HL03=S paragraph describing what segments pertain to 

the Shipment loop? 

Comment 2: During testing of 856ASN using WAWF 

data that I altered we discovered that DTM05 has an 

enumerated list in the X12 tree that is validated against. 

A note in the IC indicating that such a list exists or the 

listing the acceptable values might be nice. 

Noted 

1. The TD4 will be used 

in the HL03=I, and this 

corresponding paragraph 

does need to include this 

segment. It has now been 

updated. 

2. The DTM05 and 06 

were open in error (as a 

carry-over from the 

Federal IC). They have 

now been closed in the 

DLMS Supplement. 

2. Navy The Navy concurs with PDC 344 as written and submits 

no additional changes or amendments. 

Noted 

3. Air Force AF concurs with PDC 344. The EDI 856 is a critical 

component in the entire DMLSS - WAWF interface 

equation. Without the 856, DMLSS will not be able to 

receive and populate invoice and IUID data. 

Noted 

4. Marine Corps Concur Noted 

5. USTRANSCOM/ 

IGC 

USTRANSCOM requests that implementation date be at 

least 90 days after the ADC release date. 

USTARANSCOM will require this period to allow IGC 

the necessary time to code, install, test, and release the 

changes required to process this data. 

This office cannot alter the 

WAWF release dates 

which are established in 

coordination with the 

Components. 

6. DPAP You can delete para 3b, as the requirement is actually in 

the DFARS. And add DFARS 232.7000, which is 

where the requirement you cite in 3b really is. 252.232-

7003 is actually "Electronic Submission of Payment 

Requests". 

6a should also cite DFARS 232.7000. The regulation 

actually implements a statutory requirement. 

Documentation updated. 

7. DLA Concur without comment. Noted